Petitions & Joint Letters

1.What is a petition or joint letter?

A petition or joint letter is a letter submitted to Mornington Peninsula Shire which has been signed by three or more people from different households. It is the formal process for members of the community to bring issues to the attention of Council. All petitions and joint letters are tabled at a Council meeting, after which they are referred to a Shire Officer for actioning.

In accordance with our commitment to privacy, only details of the issues raised in the petition and the number of signatories will be included in the Council agenda and minutes, along with an “Immediate Comment” from the appropriate Shire Officer. Petitions or joint letters are included in the signed copy of the minutes and can be made available for public inspection by arrangement.

2.Details required in a petition or joint letter

A petition or joint letter should give details of the petition organiser, including an address and telephone number.

The petition or joint letter should outline the issue of concern and what you would like us to do.

Underneath the description, there should be a table for other members of the community who support the petition to give their name, street address and signature.

Where the petition extends beyond a page, please ensure that the description carries over to the top of each page. This ensures that any signatories are clear as to what it is they are supporting and that we are sure that all signatures are representing that particular issue.

3.Considering petitions and joint letters

All petitions or joint letters received, either by mail, fax, email or hand delivered will be forwarded to the Governance Department.

Governance will acknowledge the petition, notifying the organiser when the petition will be tabled at a Council meeting, as well as providing the name and contact number for the Shire Officer who will be managing the petition once it has been tabled.

Governance will arrange for the petition or joint letter to be tabled at a Council meeting at which there will be no debate or discussion on the item by Councillors, other than to vote on a motion to formally receive the petition or joint letter and refer it to the appropriate officer for action.

After the Council meeting, Governance will organise the appropriate officer to respond to the petition organiser. A copy of this response is circulated to Councillors for their information.

4.What if the petition or joint letter objects or supports a planning application?

The petition or joint letter is sent to Governance as well as the Planning Department and will be tabled at a Council meeting. The petition or joint letter is acknowledged and then dealt with by the Planning Department in accordance with planning procedures.